Administrative and Procurement officer / Фахівець/чиня з адміністративних питань та закупівель

Location: Kyiv, with travels to partner offices and project locations in Ukraine
Period: One year, extendable

ABOUT DKH

Diakonie Katastrophenhilfe (DKH) is a German non-government organization that renders humanitarian aid in 31 countries worldwide. DKH supports people who are affected by natural disasters, war, and displacement and who are not able to cope on their own in the emergency they find themselves in. The work is guided by the Humanitarian Principles and the Core Humanitarian Standards (CHS). DKH focuses on locally-led responses by working through a global network of partner organizations. Fostering localized humanitarian action and an equal partnership approach lies at the very core of our work.

As DKH is not directly implementing humanitarian projects in Ukraine, it is committed to equitable and long-term partnerships, strengthening local partner organizations’ administrative and technical capacities. DKH constantly seeks to facilitate mutual learning and capacity exchange, identify innovative and tailored models of cooperation, and shift power to partners and communities by transferring decision-making opportunities.

DKH is part of the Evangelisches Werk für Diakonie und Entwicklung e.V. (EWDE), an umbrella organization with a nationwide established Social Service Agency, one of the biggest welfare institutions in Germany.

WORK CONTEXT

DKH is opening its representation in Ukraine to work with government agencies, national partner organizations, and the wider humanitarian community to provide emergency response and resilience-building initiatives across the country.

DKH is already implementing humanitarian projects with selected civil society organizations in Ukraine. Currently, large-scale programming is ongoing and more projects are in the preparation stage. The DKH Representation will be operating from its office in Kyiv.

Considering the elevated risks resulting from hostilities in certain regions of Ukraine and the volatile security situation in the country, staff must comply with all DKH safety/security and safeguarding policies and procedures.

PURPOSE OF ASSIGNMENT

The Administrative and Procurement officer – will report to and work under the direct supervision and overall guidance of the Head of HR, Admin, and Partners capacity sharing and in close coordination with other team members, especially program staff of the DKH and local partners. Under the supervision of the Head of HR, Admin, and Partners capacity sharing the Administration and Procurement officer will develop Administrative and Procurement policies and procedures that are compliant with country-specific requirements and laws. S/he will be responsible for planning, implementing, and supporting administrative and procurement-related activities for generating outputs and outcomes by the program/projects against targets. The post-holder will provide professional advice to the project teams and local partners for smooth operations and efficient procurement as per DKH policies and procedures and Government rules. S/he will support an internal operational control system through coordinated procedures for ensuring the best use of project resources.
S/he will lead the preparation of all procurement support documentation for DKH.

JOB DESCRIPTION
Reporting: The Administrative and Procurement officer will report directly to the Head of HR, Admin, and Partners Capacity Sharing.
Work implies frequent interaction with the Programme unit, vendors, service providers, and local partners.
Responsibilities: The following tasks shall be fulfilled:

Administrative and Procurement:

• Plan, develop, manage, and support all procurement and contracting aspects related to DKH’s acquisition of various services and goods (e.g., office rent, information technology, electronic equipment and instruments, vehicles, building maintenance materials, office supplies, construction, furniture, consultancy services, etc.); Monitoring contracts related to the procurement and supply of goods, equipment, and services.
• Monitoring compliance with contractual agreements with service providers, recommending contract amendments and extensions, and advising stakeholders on contractual rights and obligations
• Advise procurement units/program staff and local partners on all procurement issues, and provide support and guidance at all stages of the procurement cycle.
• Assist local partners in managing the tender process for materials and services, as well as other procurement issues at various stages of project implementation; participate in local partner tender committees
• Together with program teams, establish and regularly update procurement and delivery/distribution plans of local partner organizations to support the operational objectives of the projects.
• Review and approve purchase requests (PR) and invoices to ensure they are accurate
• Dispatching purchase requests (PR) and sending to suppliers originating requests
• Preparing/overseeing the preparation and distribution of the requests for quotations and managing/conducting all aspects of quotations evaluation
• Maintaining work program and schedule for ongoing contracts and newly-planned ones
• Strong collaboration with the finance officer in monitoring transactions/purchase orders, etc.)
• Supporting external and internal auditing of procurement and administrative activities
• Certifying/Approving procurement orders up to the authorized limit, and, in the case where the amount exceeds authorized signature authority, preparing submissions for review and approval by the authorized official
• Drafting a variety of procurement and administration-related documents, reports, contracts, communications, guidelines, instructions, annual administrative and procurement work plans, and annual acquisition plans for approval by the supervisor
• Supporting administrative matters such as office space, administrative and procurement tools and files, inventory, auditing of procurement and administrative activities, etc.
• Establishing and providing inventory control procedures to ensure that items are in the place
• Provide advisory inputs/information to the Head of HR, Administrative, and Capacity sharing to take administrative decisions on procurement/administrative issues
• Ensure procurement of the goods, services, and work on time ensuring compliance with laws and regulations documents, DKH, and donor procurement policy
• Updating procurement policies to reflect current trends in the industry

Logistic:

• Responsible for the planning and coordination of transportation requirements of the DKH Ukraine Office.
• Ensure the agreed fleet management system, including the management of vehicle use is implemented and maintained for DKH-owned/rented vehicles; oversee the DKH vehicle usage, including additional rentals where required.
• Maintain communications with the relevant local partner organizations to ensure timely and efficient receipt and dispatch of goods in support of their operations.
• Coordinate logistics functions with local partner organizations, integrating operations as far as possible.
• Undertake field trips to verify details of suppliers/service providers if needed.

Facilitation of knowledge building and knowledge sharing :

• Attend different meetings arranged by humanitarian organizations regarding administrative/procurement issues
• Synthesis of lessons learned/best practice with local partners
• Knowledge building and sharing with local partners concerning procurement management operations
• Initiate training for the local partners on procurement management, distribution aspects
• Identify procurement and administrative areas where improvement can be made and recommend measures

Compliance:

• Support the dissemination of relevant Fraud and Corruption Prevention and Control Policies to all suppliers/service providers who engage with the DKH Ukraine and local partners.
• Ensure compliance with the DKH Code of Conduct and all relevant Fraud and Corruption Prevention and Control Policies when discharging duties under this role

QUALIFICATION, EXPERTISE, AND SKILLS

Education and Experience:

• Bachelor’s degree in Logistics/Procurement, Finance, Business Administration, or related field required
• At least 3 years of work experience in administration, procurement, or operations; experience in Non-Governmental Organizations is a must.

Required Skills/Abilities:

• Professional working proficiency in English (written/spoken) and Ukrainian is a must Good working knowledge of Microsoft Office applications, including Word, Excel, Access PowerPoint, Outlook
• Detail-oriented, excellent ability to plan and follow up
• Excellent verbal and written communication skills
• Excellent interpersonal, negotiation, and conflict-resolution skills
• Excellent organizational skills and attention to detail
• Strong analytical and problem-solving skills
• Ability to act with integrity, professionalism, and confidentiality
• Strong interpersonal skills and emotional intelligence
• Being a self-starter with drive and initiative and able to work as a team/individual with a positive attitude and open-minded
• Ability to work with less supervision and under pressure
• Demonstrated work experience providing customer service

The remuneration follows nationally accepted standards.

ACCOUNTABILITY TO BENEFICIARIES
DKH team members are expected to support all efforts for increased accountability towards the beneficiaries while actively engaging communities as equal partners in the design, monitoring, and evaluation of projects.

APPLICATION
Kindly apply by sending your motivation letter and CV without any further attachments by email to the Diakonie Katastrophenhilfe in the Ukraine office [email protected], using the reference “Position / title Name_Surname”, in the subject of your e–mail. Further questions regarding the role kindly address to [email protected].
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Closing date: 31.08.2023. Only candidates residing in the country will be considered and only shortlisted candidates will be contacted.
Diversity is important to us. We welcome applications from people regardless of their ethnic, national, or social background, gender, disability, age, or sexual identity.